Equus Platform provides Vendors the ability to submit their invoices via Vendor Integration using the Vendor Invoicing Permission Set. Because a Multiple Move Voucher contains much information that would not necessarily be provided by a Vendor, the purpose of this section is to detail the data that is being defaulted as well as to cover what a reviewer/approver can expect when approving the Voucher.
Information Provided by the Vendor
Generally speaking, the vendor is allowed to provide a majority of data from the following tables: VOUCHER, ENTRY, and ENTRY_EXPENSE.
The Vendor is only allowed to insert Voucher information, not update or delete.
Additionally, the Vendor can retrieve Vouchers (both Single- and Multi-Move) on which the Vendor is the Payee, and Voucher Entries for which the Vendor has a Service Order in the <Ordered> Status.
Please contact your Equus representative who can provide more details with Data and Data Validation.
When a Vendor sends a Voucher to the Equus Platform, it displays in the Voucher Search screen with a Status of <Draft>. While in <Draft> status, the Voucher can be seen on the Voucher Search screen, as well as on the Vouchers screen for the applicable assignment(s). See Figure 1 for details about this workflow. Vendors can only add Entries to the Voucher when its status is <Draft> or in an editable custom status.
When the Vendor is finished adding Entries, the Vendor will Submit the Voucher, which validates the Voucher’s information complies with the Voucher business rules, and if successful, updates the Voucher’s Status to <Approval In Progress>, which is the first available active Status in the Voucher_Status_Change table if the table has not been customized. If it has been customized, the Status will update to be the first available active Status that transitions from <Draft>.
When the Voucher is in the <Approval In Progress> or equivalent Status, it is an indication that the Voucher is ready for review and approval, and the Vendor is prevented from adding any more Entries to the Voucher or attempting to Submit the Voucher again.
If the Voucher’s information doesn’t comply with the Voucher business rules, the Status remains in <Draft>, and the Vendor must contact an Equus Platform user to correct the Voucher’s information in the Equus Platform. Please contact your Equus representative who can provide more details about the validations that are run when the Voucher is submitted.
Figure 1: Voucher Status Changes as the Vendor works with the Voucher.
When the Vendor submits the voucher, the following data is defaulted in the Equus Platform (the Vendor does not provide this data):
Screen | Field | Defaulted Value |
Voucher | Number of Assignments | Multiple |
Voucher | Payee Type | Vendor |
Voucher | Submitted Currency Mode | Single |
Voucher | Requested Payment Amount Mode | Sum |
Voucher | Requested Payment Amount | Calculated when Vendor Submits voucher |
Voucher | Requested Payment Currency | Submitted Currency (provided by Vendor) |
Voucher | Exchange Rate | 1 |
Voucher | Exchange Rate Date | Voucher Create Date |
Voucher | Status | Draft |
Voucher | Source | Vendor Integration |
Voucher | Vendor | The Vendor that creates the Voucher |
Entry | Policy | In Policy |
Entry Expense | Requested Payment Amount | Entry Expense Submitted Amount (provided by Vendor) |
Entry Expense | Requested Payment Amount Currency | Voucher Submitted Currency (provided by Vendor) |
Entry Expense | Submitted Amount Currency | Voucher Submitted Currency (provided by Vendor) |
Entry Expense | Exchange Rate | 1 |
Entry Expense | Exchange Rate Date | Entry Expense Create Date |
Entry Expense | Source | Vendor Integration |
Entry Expense |
Tax Year
Report Date
| Defaulted using same algorithm that the screen uses. See section “Tax Year and Report Date Fields” for details |
Please note that the following fields are not included in the permission set and will only be created when the user saves the Voucher or the Entry:
Voucher |
Total Cost Mode
Total Cost Amount
Total Cost Currency
|
Entry Cost |
Cost Exchange Rate
Cost Amount
Cost Currency
|
Review and Approve
For the most part, the validations presented by the Voucher and Expense Entry screens are also applied to the data submitted by the Vendor. For example, an Account must be provided, and it must be an active Account for that Company. Vendors can only access the Accounts for Companies to which they have access.
The Vendor is NOT subjected to the following standard voucher validations.
When the “Show & Utilize Voucher Entry Payroll Calendar? (PYRVOCHCAL)” System Preference is <TRUE>, a primary payroll system required for the Assignment associated with the Entry.
The Assignment’s Cost Currency Currency doesn’t match the Voucher’s Total Cost Currency.
Because of this, the reviewing/approving user may be required to address any errors as a result of saving changes to the Voucher or any of its Entries.
When the Status is <Approval in Progress>, the Voucher will open with the Summary tab displayed.